AWRA Help Center

A supplier contract is the catalogue and framework-agreement layer of procurement. It fixes the prices so they are not re-tendered every time; it does not change who approves the spend.

Setting Up A Contract

1. Open Supplier contracts from the procurement hub (or search for it) and click to add one.
2. Choose the supplier, give the contract a number and title, and set its start and end dates.
3. Add the items with their agreed unit price, and optionally a maximum quantity per item for the life of the contract.
4. Optionally set a value ceiling for the whole contract, and a renewal notice in days.
5. Set the status to Active. Draft, Expired and Terminated contracts cannot be called off.

Raising A Call-Off

On a contract in force, enter a quantity against the items you need (whole units) and add a note if useful. AWRA raises a pending quotation priced from the contract, with the requisition and RFQ behind it that the rest of procurement expects, and records the call-off in the audit log.

• The quotation is approved by the same steps as any other — including any approval rules and budget control — and then turned into a purchase order.
• A call-off is refused when the contract is not in force today, when an item would go above its remaining maximum quantity, or when the call-off total is more than the ceiling has left.
• Pending call-offs count towards the ceiling and quantities; rejected or cancelled ones do not.

Price Variance On Ordinary Quotes

When the same supplier sends an ordinary quotation with an item priced above its price on a contract in force, the quotation shows a variance note listing each line, the quoted price and the contract price, so the approver sees it before approving.

Renewal And Expiry

Every morning AWRA checks contracts. Once a contract is within its renewal notice of its end date, everyone who can edit vendors is notified, once per contract. A contract past its end date is marked Expired, and nothing more can be called off it.

Permissions

• View vendors — see contracts. Edit vendors — create and change them.
• Add requests — raise a call-off. Approving the resulting quotation needs the usual quotation approval permission.

Contracts can be viewed and called off from the mobile app as well.